4X4 Advisory
Work From Home (WFH) Policy
4X4 Advisory
Work From Home (WFH) Policy
Effective Date: [Insert Date]
1. Objective
To provide a structured, efficient, and outcome-oriented approach to Work from Home
(WFH) arrangements. This policy aims to ensure business continuity, uphold productivity
standards, safeguard data, and foster a culture of trust, flexibility, and accountability within
4X4 Advisory.
2. Scope
This policy applies to all full-time, part-time, contractual, and probationary employees of
4X4 Advisory who are eligible for WFH arrangements. It covers permanent WFH, hybrid
models, and temporary/situational work-from-home approvals.
3. WFH Eligibility & Approval Process
- Eligibility Criteria: Determined based on job role, client confidentiality, access to systems,
and individual performance.
- Approval Hierarchy: Requests must be submitted via email or the internal HRMS portal
and approved by the reporting manager and HR.
- Temporary/Emergency WFH: Permitted with immediate notification and follow-up
approval for urgent personal or health reasons.
- Hybrid Work Model: May be granted on a rotational basis depending on departmental
needs and space constraints.
4. Working Hours & Availability
- Core Working Hours: 9:30 AM to 6:30 PM (Monday to Friday), with a one-hour lunch
break.
- Check-In: Mandatory morning sync-up via Teams at 9:30 AM to align on daily tasks and
priorities.
- Calendar Management: Employees must update their availability status and mark blocks
for meetings, tasks, or breaks.
- Response Time: Internal communication should be acknowledged within 15–30 minutes
during core hours.
5. Task Management & Performance Reporting
- Timesheet Entry: Employees must log work done daily on teams group, with entries
submitted by EOD.
- KPI Tracking: Weekly and monthly progress shall be assessed based on pre-defined Key
Performance Indicators (KPIs).
- Reporting: Employees must submit brief end-of-week updates via email to their reporting
managers highlighting completed tasks, pending items, and blockers.
6. Communication Protocol
Tools to be Used:
- Teams for informal and quick communication.
- Email for formal correspondence and documentation.
- Teams Meet for scheduled virtual meetings.
Meeting Etiquette:
- Camera must be turned on unless otherwise instructed.
- Dress code must be business casual or formal.
- Punctuality is expected for all scheduled calls.
- Status Indicators: Keep status updated (Available, Busy, Away) on communication tools.
7. Data Security & IT Compliance
- Device Usage: Only company-provided devices should be used unless BYOD is formally
permitted.
- VPN and Antivirus: All WFH users must sign in on GrytHR when they start their work and
sign out when they complete the work and have approved antivirus software installed.
- Data Handling: Sensitive data should never be downloaded to personal devices or shared
via external drives.
- File Sharing: Use only authorized platforms such as OneDrive, SharePoint, or Teams for file
exchange.
8. Employee Guidelines: Do’s & Don’ts
- Maintain a designated and distraction-free workspace.
- Join all video meetings on time with camera on.
- Communicate delays or leave plans proactively.
- Take scheduled breaks to manage fatigue and screen time.
- Maintain proper posture and follow ergonomic best practices.
- Follow all internal data protection and compliance standards.
- Ensure a stable and secure internet connection at all times.
- Keep your surroundings tidy and professional for video calls and use 4x4 banner.
- Notify your manager in case of power/internet disruptions immediately.
- Follow naming conventions and file documentation standards.
Don’ts:
- Do not misuse WFH to manage personal errands during core hours.
- Avoid logging in from shared devices or public networks.
- Do not work from bed or overly casual spaces.
- Never share company passwords or sensitive information with others.
- Do not delay responding to communications unless due to genuine constraints.
- Don’t remain inactive or idle during core hours without informing your manager.
- Avoid taking personal calls during meetings or peak work periods.
- Do not use personal email or messaging tools for official communication.
- Avoid background noise or disruptions during virtual calls (use headphones).
- Do not download unauthorized software or applications on office systems.
9. Managerial Responsibilities & Best Practices
Do’s:
- Define team-wise deliverables and review progress regularly.
- Offer flexibility for genuine personal or health issues.
- Encourage daily/weekly virtual stand-ups.
- Recognize and reward consistent performers working remotely.
- Plan engaging virtual sessions or knowledge shares monthly.
- Conduct regular feedback sessions to address remote work concerns.
- Share tips and tools to improve virtual collaboration.
- Coordinate cross-functional check-ins to maintain alignment.
Don’ts:
- Avoid assuming availability beyond working hours.
- Don’t compare in-office and remote employee productivity unfairly.
- Do not overload team members due to lack of visibility.
- Avoid last-minute task assignments without clarity.
- Don’t overlook signs of burnout or isolation in team members.
- Do not compromise documentation because of remote working.
- Avoid over-reliance on synchronous communication; respect async workflows.
10. Compliance, Monitoring & Policy Review
- Monitoring: Regular audit of task sheets, participation in meetings, and response timelines.
- Violation Consequences: Breach of this policy may result in warnings, revocation of WFH
privileges, or formal disciplinary action.
- Annual Review: HR and Management shall review this policy annually and revise based on
feedback, market norms, and organizational needs.
Contact Information: For queries related to WFH, please contact the HR Department at
_________
Version: 1.1
Authorized By: [Authorized Signatory Name / Designation]
Date of Approval: [Insert Date]
